Orders refunded in Amazon are automatically settled in NetSuite. The Amazon Integration App automatically analyzes the orders refunded during a given settlement period and creates Credit Memos and Customer Refunds in NetSuite. The Refund Commission Fee charged by Amazon on such orders is also accounted for during reconciliation.
Once the NetSuite Settlement Transaction to NetSuite Payment Add flow has run successfully, the Integration App automatically triggers this flow. When this flow is run, the Integration App accesses the open invoice in NetSuite for every individual settlement transaction record associated with TRANSACTION TYPE > Refund and attempts to create a Credit Memo and Customer Refund for these transactions.
|NetSuite saved search for syncing Amazon refunds||Select the save search to which the Amazon refunds must be synced.|
|NetSuite Refund Account||Select an appropriate account in NetSuite for the refund process.|
|NetSuite Refund Method||Select an appropriate method in NetSuite for the refund process.|
|NetSuite Refund Location||Select an appropriate location in NetSuite for the refund process.|
|Substitute Item for Serialised/Bin/Lot Item in NetSuite||Provide the internal id of the Item record in NetSuite. The item(supports both inventory and non-inventory item types) you choose here replaces Serialised/Bin/Lot Numbered Items with a default line item on Credit Memo.|
|NetSuite item to track tax only refunds from Amazon||Provide the internal id of a Non-Inventory item for Sale/Resale in NetSuite to be used in case of tax only refunds from Amazon. The Integration App will create a credit memo with this line item and the rate equivalent to the tax amount sent by Amazon.|
|Split GST/VAT from the settlement report amount||
Check this box and run the NetSuite Settlement Transaction to NetSuite Refund flow, it creates a credit memo that splits the tax amounts (item price, item price tax, shipping, shipping tax, gift wrap, and gift warp tax) the order amount separately
While running the NetSuite Settlement Transaction to NetSuite Refund Add flow, you may receive the error “Failed to save record because Invalid account reference key xxx for currency x". To resolve the error and sync data for your settlement refunds successfully, the following actions need to be completed:
- Select a currency for the settlement account in the Currency field in NetSuite.
- Ensure the settlement account selected under Settings > Settlement > Refunds > NetSuite Refund Account in the integrator.io app matches with the settlement account selected in the Customer Refund screen in NetSuite.
- You should not create a manual credit memo and customer refund record pertaining to the refund for which the flow is run. Refunds for which customer credit memo and customer refund record has already been created are not processed by this flow.
- The flow can only run successfully if the invoices are in the paid state.
- The following functionalities are supported with this flow:
- Both MFN and FBA Orders
- Unified accounts
- Non-Amazon orders
Example of the NetSuite Settlement Transaction to NetSuite Payment Add flow run
Let’s assume you have imported a settlement report with 34 successful individual transaction record as shown in the following image:
Out of these 34 transaction records, 12 records are of type TRANSACTION TYPE > Refund. So when the NetSuite Settlement Transaction to NetSuite Refund Add flow is triggered, it selects only the 12 refunds pertaining transaction to be processed. The Dashboard page allows you to monitor the progress and success of the flow run.
The Dashboard page informs you about any error that might occur during the flow run. In the above image, you can see out of 12 refund records that were processed, only 8 were processed successfully, and for the remaining refund records, an error was generated. In the error column, click on view to access the details of the errors. Also, from the error details, you can click on view export record to access the details of the failed refund transaction record in NetSuite.
The Dashboard page also allows you to fix the error and retry the flow run to successfully process the transaction that had caused an error to occur. You can fix error one at a time and retry flow run for the fixed refund transaction or you can fix all errors and click on the Retry All button to run the flow for all errors.
The following screen displays the Dashboard page where you can see that as a result of re-trying flow run after error fix for individual records, the count of successful records processed gets updated from 8 to 9 and error count changes from 4 to 3:
Once this flow has successfully run for all refund transactions, the integration app automatically triggers the NetSuite Settlement Summary Report Update flow.
Criteria for refund transaction record selection during flow run
The Celigo AmazonIO Settlement Invoice Refund Transaction Search record in NetSuite controls which refund transaction records, among all the transaction records present in NetSuite, are selected by the flow to be processed. The following screenshot of Celigo AmazonIO Settlement Invoice Refund Transaction Search in NetSuite displays the criteria based on which a record is selected:
Impact of flow on transaction record in NetSuite
- Refund transaction record before the flow run
The following screen displays the Transaction type: Refund after running the NetSuite Settlement Transaction to NetSuite Payment Add flow. You can see that none of the fields except Status have any value in the Transaction Summary pane. At the start, the Status field will always be displayed as New.
- Impact of this flow run on refund transaction record
When you run the NetSuite Settlement Transaction to NetSuite Payment Add flow, it identifies the refund transaction record to be processed based on the Celigo AmazonIO Settlement Payment Transaction Search save search. As the result of the flow run, the values are populated in the Transaction Summary pane. The following screenshot displays the refund transaction record in which the values are populated in the Transaction Summary pane after the flow has run successfully:
Along with creating customer refund record, the integration app also links the customer refund record with the associated refund transaction record and the settlement record.
Different statuses of refund transaction record
After the invoices are attached and a payment record is created for Transaction type: Refund, Amazon payment amount is compared with the NetSuite customer refund amount, and Status: New is updated as one of the following statues:
This status is updated as Applied for an order transaction record when both of the following parameters are met
- There is no variance between the Amazon payment amount and the NetSuite customer refund amount.
- The total amount present in the Customer Refund> REFUND AMOUNT field is less or the same as the amount present in the TRANSACTION AMOUNT field.
In the following transaction record, the amount in the TRANSACTION AMOUNT field is -$19.95:
In the Customer Refund> REFUND AMOUNT field, the total amount in is -$19.95:
As the amount mention in both fields is the same, the status of the transaction record is updated as Applied.
In any other scenario, the status is updated as Unapplied. A most common scenario is when the flow fails to process any transaction record due to an error, the status of the transaction record is updated as Unapplied. In this case, you can open the transaction record in NetSuite to know about the possible error in the ERROR CODE field and its details in the ERROR MESSAGE field.